HR2013 Horn Unlockthepower

8/12/2019 HR2013 Horn Unlockthepower

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Copyright 2013Wellesley Information Services, Inc.

All rig hts reserved .

Unlock the Power andCapabilities of SAP

ERP HCM Query andReporting Tools

Steve HornAspireHR


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In This Session

Receive a detailed overview of the standard SAP HCM reports and

reporting tools and their capabilit ies

Learn how to determine which tools are right for your organizationand end users

Assess the pros and cons of each reporting tool including SAP

query, Ad Hoc query, and QuickViewer Review best practices for setting up security for HR reporting

Learn tips for roll ing the HCM reporting tools out to your HR team

See a demo of several of the HR reporting tools


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What Well Cover

Overview of the SAP HCM reporting capabilit ies and tools

Determine which tools are right for your organization

Best practices for setting up HR reporting security

Tips for a successful rollout of the SAP HCM reporting tools

Reporting tools demo

Sample training materials on SAP HR reporting tools

Matrix summarizing the pros and cons of each SAP HCM

reporting tool

Wrap-up


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Overview of SAP HCM Reporting Capabil ities

and Tools

Delivered or standard HR reports

Human Resources Information System (HIS)

Managers Desktop/MSS Reporting

End-user custom reporting tools

Flexible Employee Data report

QuickViewer

Ad Hoc Query

SAP Query

Business Intelligence (BI)

Development of custom reports ( Z reports)


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Delivered or Standard HR Reports

SAP delivers 300+ standard HR reports

Most standard reports can be

found under the main HR reports

tree at the following menu path:

Human ResourcesInformation System Reports

This should be your first stopin exploring SAP HCM report ing capabil ities


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Delivered HR Reports Country-Specific Reports

SAP delivers country-specific reports as well

Country-specific reports are available for: Brazil

Canada

Great Britain Belgium

Etc.

Several of these country-specific reports can be found in the Administration folder at the following menu path:

Human Resources Information System ReportsPersonnel Management Administration


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Standard Report Selection Screens

Report selection screens are used tospecify selection criteria

Examples: Personnel area = LNDN (London)

Personnel subarea = ADMIN

Employee group = 1 (Active)

Employee subgroup = SL (Salaried)

Data Selection Period

Effective date for the data displayed

on report Person Selection Period

Effective date for the persons selected for the report

Recommendation: Variants should be used to save your selectioncriteria and preferences for all reports

Save As Variant

button

Selection

Criteria


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Standard Report Variant Settings

Give your variants a meaningful name!

Examples

LOND ACT SAL

(London Active Salaried

Employees)

Variants can be protected(only allows you to make

changes to them)

Other variant capabilities

Protect field (value cannot be changed)

Hide field (not visible on selection screen)

Required (must be entered)

Variant Names

ProtectField

Protecting the

Variant

Hide Field RequiredField


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Standard Report Layout Options

Using the right-click

functionality, layout options

can be performed Copy text

Hide

Show Sort (ascending/descending)

Filtering

Spreadsheet (export to Excel) Drag-and-drop can be used to move fields to a new position in

the layout

Recommendation: Layouts should be used to save your display

preferences for reports

Drag-and-drop

Right-click

layout options

Change, Select,

and Save

Layout buttons


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Standard Reports Pros and Cons

Pros

Hundreds of delivered reports to choose from

Easy to execute

Will meet many of your reporting needs

Variants/layouts can be used to personalize

your selection criteria and output formatting

Cons

Pre-defined set of output f ields (cannot be changed) Dont always give you exactly what you are looking for


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Human Resources Information System (HIS)

A graphical reporting tool that

can be used to execute standard

reports for selected organizationalunit(s)

The tool is available via thefollowing menu path:

Human Resources

Information System

Reporting Tools HIS

Or transaction code PPIS


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Human Resources Information System

Interface and Navigation

The graphical interface is used

to select the organizational

units/persons to be includedin the report

Steps to execute a report

1. Highlight the desired org units/person

2. Pick the report category (e.g., Administration)

3. Double-click on the desired report (e.g., Entries/Leavings

report)

1.

2.

3.


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Human Resources Information System

Output

Output is the selected standard

report for the highlighted

organizational unit(s)

The reports and report

categories available forthe HIS tool are configurable

Once a report is executed, the

layout formatting options discussed earlier are available


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Human Resources Information Systems

Pros and Cons

Pros

Graphical interface allows you to visualize

the people you are report ing on

Available reports for this tool are

configurable

Cons

Graphical interface is somewhat cumbersome Takes longer to execute a standard report than the standard

selection screens


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Managers Desktop

Drag-and-drop reporting tool that

can be used by your managers

Allows managers to run reports for

their chiefdom

Can be used via Manager Self-Service

(MSS) or through a back-end transaction code (PPMDT)

Available reports and themes are configurable can include

custom reports


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Managers Desktop Interface and Navigation

The left side of the tool l ists

the reports available for use

by the manager

The right side of the tool lists the

persons within the managers chiefdom (both direct and indirect

subordinates)

Two options for running reports

Drag the report to the org unit or persons to be reported on

Drag org unit org unit or persons to the report to be executed


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Managers Desktop Setup Requirements

To use the Managers Desktop tool, the

following setup must be in place:

1. Defined organizational structure

2. Chief relationships defined

3. Communications infotypes

(0105) for managers Stores the managers SAP user name


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Managers Desktop Pros and Cons

Pros

Easy-to-use drag-and-drop reporting

tools for managers Available reports are configurable

Allows managers to quickly run reports

for their team Can be integrated into MSS

Cons Only available for chiefs

Required setup (discussed earlier)

No selected screens for additional selection criteria (pro/con)


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MSS Reporting

Allows managers to run

reports for their chiefdom

Relatively easy to use

(step-by-step wizard)

Available reports and

categories are

configurable can include

custom reports


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MSS Reporting Setup Requirements

To use MSS reporting, the following

setup must be in place:

1. Defined organizational structure

2. Chief relationships defined

3. Communications infotypes (0105) for managers

Stores the managers SAP user name


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MSS Reporting Pros and Cons

Pros

Relatively easy-to-use reporting wizard

Available reports are configurable

Allows managers to quickly run reports for

their team

Can be accessed from anywhere where themanager has access to the portal

Cons Only available for chiefs

Required setup (discussed earlier)

Limited selection screen options (pro/con)


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End-User Custom Reporting Tools

The following custom reporting

tools wi ll now be discussed:

Flexible Employee Data report

QuickViewer

Ad Hoc Query

SAP Query


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Flexible Employee Data Report (S_AHR_61015471)

The most basic and easy to use of the

SAP HCM custom reporting tools

Allows the user to specify the output

fields (fields to appear on the report)

Selection fields (fields used for

selection criteria) can also be specified

Variants can be saved for this tool to create many different

custom reports

Fields available as output fields are configurable


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Flexible Employee Data Report Pros and Cons

Pros

Allows users to create custom reports

Easy to use

Available fields are configurable

With the use of variants, many custom reports

can be created and saved

Cons

Doesnt have drag-and-drop functionality thatother tools have

Finite pre-defined set of output fields available

No report formatting capabil ities


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QuickViewer (SQVI)

A more sophisticated end-user custom reporting tool

Enhanced report formatting capabil ities

The following formatting can be performed:

Report headers/footers

Custom field headers Color coding of fields

Changing of field length/attr ibutes

Totaling/subtotaling

Data sources can include tables, table joins, InfoSets, and logical

databases (PNPCE, PCH, etc.)


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QuickViewer (SQVI) Data Sources

During the setup of a

QuickViewer report, one of

the following data sourcesis selected:

Table

Table join

Logical database

PNPCE (PA, Time data)

PCH (OM data)

InfoSet

Data Sources


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QuickViewer (SQVI) Layout Mode Design Screen

From the layout mode design screen (above), users can add color,

field formatting, totals/subtotals, and report headers/footers.

Fields can also be repositioned


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QuickViewer (SQVI) Pros and Cons

Pros

Multiple data sources available (tables,

logical databases, InfoSets, etc.) Additional formatting capabilities

Generally, a more powerful reporting tool

Cons

Interface and navigation is somewhat cumbersome Reports are only saved to the users personal report l ist

No true drag-and-drop capabilit ies


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Ad Hoc Query (S_PH0_48000513)

The most popular SAP HCM

custom reporting tool for

end users

Easy-to-use drag-and-drop

functionality

Data source is the InfoSet a user has access to, to view their

user group

Can be a resource-intensive tool

Proper training is important to avoid issues with performance


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Ad Hoc Query Setup Requirements

To use Ad Hoc Query, the

following setup must be in place:

User groups groups of usersthat wil l be accessing the Ad Hoc

query and SAP Query tools

InfoSets a set or group of

infotypes used in reporting with

Ad Hoc Query and SAP Query tools

Users are assigned to user group(s)

User groups are assigned to InfoSet(s)

These assignments controls what infotype a user can

query against


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Ad Hoc Query Steps to Use

Steps to use

1. Specify output fields (drag

down)2. Define selection fields

(drag across)

3. Enter selection field values4. Enter any other restrictions

(e.g., dates)

5. Check the hit list

6. Output the query

7. Save the query


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Ad Hoc Query Output Options

As shown above, the output type of

Statistics can be selected for anAd Hoc Query to produce statistics

or counts for the selected fields


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Ad Hoc Query Output Options (cont.)

Using the Set operations

functionality with Ad Hoc

Query, two data sets can becreated (set A and set B)

Once two sets are created,

the following operations

are available:

Intersection

Union

Set A Set B Set B Set A


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Ad Hoc Query Pros and Cons

Pros

Easy to use (drag-and-drop capabili ties)

Fairly powerful report ing capabil ities

Fields can be selected from the InfoSets

the user has access to

Provides most of the reporting functionalityyour HR end users will need

Cons

Limited formatting capabil ities (compared to QuickViewer)

Only one data source InfoSets (which need to be set up)

Can be resource intensive training is crucial


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SAP Query (SQ01)

The most powerful SAP HCM

reporting tool

Allows for the creation ofvery sophisticated reports

Robust report formatting

capabilities (including

multi-line records)

Allows for the creation of custom or calculated fields

Can also be very resource intensive

Interface and navigation is somewhat cumbersome and complex


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SAP Query (SQ01) (cont.)

Can be used with/without the Layout Design mode screen (similar

to QuickViewer see to the right)

Data source for all queries are InfoSets Does not have the easy-to-use drag-and-

drop that Ad Hoc Query does

Can be used to generate programs User groups and InfoSets can be created

or maintained within this tool from the Environment menu

Definitely should not be rolled out to all your HCM reporting users

requires significant training


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SAP Query Pros and Cons

Pros

The most powerful HCM reporting tool

Very sophist icated formatting capabil ities Calculated or custom fields can be created

Can be used to edit/enhance your Ad Hoc queries

Cons

Complex to use (interface and navigation is cumbersome

definitely requires training)

Only one data source InfoSets (which need to be set up)

Can be resource intensive should not be rolled out to all HR

reporting users


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Business Intelligence (BI)

SAPs data warehousing tool

Includes hundreds of delivered BI HR queries/reports

BI data is organized into InfoCubes, which are loaded with data Delivered BI queries cover:

Personnel Administration

Organizational Management

Payroll Time Management

Benefits Administration

Talent Management

Learning

Compensation

Recruiting

Etc.


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Business Intelligence (BI) (cont.)

Used to report on data from any

source system

SAP systems, legacy systems,files, provider systems, etc.

BI includes a query tool that can

be used to create custom HR

queries/reports

Reports/queries provide more statistical or summarized data

(management reporting)

BI system includes extractors that are used to load data into theInfoCubes from the source systems

Web interface for BI can be integrated with MSS and SAP portal


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Business Intelligence (BI) Pros and Cons

Pros

Easy to use (drag-and-drop capabili ties)

Very attractive management reports Web-based interface (easy to integrate

with the portal/MSS)

Can provide reporting data from mult iplesource systems (not just SAP, any source)

Cons

Requires its own configuration and setup

Data is not completely real time (data is only as up to date as

the last extraction)


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Development of Custom Reports ( Z Reports)

This should be your last resort if all other reporting options

dont meet your needs

SAP delivers hundreds of HR reports (300+) Explore those standard reports first

If you need to create a custom report,

try to copy a standard report This will be a huge time saver

Creating custom reports is extremely expensive

It can take hundreds of hours of programming time/months

of waiting

Custom reports all need to be checked after an upgrade (to see if

they still work)


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Development of Custom Reports (Z Reports)

Pros/Cons Pros

You get exactly the report you are looking for

Cons

Very expensive to develop custom reports Takes hundreds of hours to create

Can cause problems during an upgrade (all Z reports must

be checked) Sometimes dont run efficiently (can be slow)


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What Well Cover



Best practices for setting up HR reporting security Tips for a successful rollout of the SAP HCM reporting tools


Sample training materials on SAP HR reporting tools Matrix summarizing the pros and cons of each SAP HCM

reporting tool

Wrap-up


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Determine Which Tools Are Right for Your

Organization There is no one size fits all for reporting (different users

have different needs)

Identify your various groups of reporting users:

Casual users occasionally running standard reports Regular users run standard reports regularly/create

some custom reports

Power users run standard reports/create lots of custom reports (have goodtechnical skills)

Document your reporting requirements

Assess the capabilities of 300+ standard delivered SAP HCM reports

Identi fy gaps in the delivered reports/identify the best tool for creating any neededcustom reports

Flexible Employee Data report QuickViewer

Ad Hoc Query

SAP Query

Determine standard reports/report ing tools needed to address gaps


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Determine Which Tools Are Right for Your

Organization (cont.) Identify if there are any gaps that cant be addressed

with the standard HCM reports/reporting tools

Custom or Z reports can be created to meetthese requirements

Z reports can be assigned a transaction code

and added to a user menu

HR security team create user menus and roles for your different

groups of reporting user

These menus/roles provide users with access to the following

reports and reporting tools: Standard delivered SAP HCM reports

Custom or Z reports

HCM reporting tools (e.g., Ad Hoc Query)


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What Well Cover






reporting tool

Wrap-up


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Best Practices for Setting Up HR Reporting

Security Background HR security controls which infotypes, transaction

codes, and groups of employees a user will have accessto and what they can do with that data (e.g., display,

maintain, etc.)

For standard reports/reporting tools, a security check isperformed by the system as the user executes a report

Generally, if a user does not have access to all the data on thereport, then a not authorized message will be displayed

Only queries buil t on table views will not use the HRsecurity check

Almost all standard reports have a generated transaction codethat can be used in assigning that report to a user menu orsecurity role

A full reporting security test should be performed before rollout


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Security Background (cont.) The following authorization objects are used as building

blocks to set up HR security (used in HR reporting

security as well): P_ORGIN security control based on employee

group/subgroup, PA infotypes/subtypes, organizational

key, personnel area. This object also defines what type of

access users have to this data (e.g., display, maintain, etc). P_TCODE/S_TCODE controls what transaction codes a user

has access to

S_PROGRAM controls what programs a user will be able to

execute, including Z programs P_PLOG controls what OM infotypes/subtypes, object types,

and plan versions a user will be able to access and what type of

access they will have (e.g., display, maintain, etc.)


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Security Background (cont.) The following authorization objects are used as

building blocks for setting up HR security:

S_TABU_DIS used to control what tables usershave access to and what their access level wil l be

(e.g., display, maintain, etc.)

P_PCLX defines what payroll cluster data a user can access

S_QUERY controls what SAP queries, user groups, and

InfoSets a user has access to

When HR security is set up, roles can either be assigned directly

to a user or to a position (position-based security isrecommended)

Not all of the above authorization objects need to be used

in the setup of your HR security use the ones necessary

to address your business needs

B P i f S i U HR R i


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Security Background (cont.) Structural authorizations are used to more tightly

control security based on the Organizational

Structure Example: A certain HR manager may only have

access to run reports for two branches of the

organizational structure that she is responsible for

Set up in SAP configuration and either assign directlyto a user or to a position or other OM object (e.g., job)

Structural authorizations are another layer of security that sits on

top of standard HR security

Not all companies use structural authorizations (use

them if you need them)


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What Well Cover






reporting tool

Wrap-up

Ti f S f l R ll t f HCM R ti


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Tips for a Successful Rollout of HCM Reporting

Tools Start small with your rollout

Use a phased approach for rolling out the reports/

reporting tools (dont overwhelm users with toomany options)

Focus on the standard reports as a starting point or baseline

Dont give all reports/tools to all users

Identify your different groups of reporting users and come up with

a customized role-based solution that meets their needs:

One size does not fil l all with reporting

Train users on proper use of the reports/reporting tools (veryimportant)!

Test all reporting security thoroughly

Ti f S f l R ll t f HCM R ti


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Tips for a Successful Rollout of HCM Reporting

Tools (cont.) Dont reinvent the wheel when creating custom

reports

Try to copy an SAP delivered report Eliminate reports that nobody ever looks at

Limit the number of users that have access to the custom reporting

tools including:

Ad Hoc Query

SAP Query

QuickViewer

Encourage users to get the data at out the system themselves Rather than always calling HR to run the report for them

Only create custom reports (Z reports) when absolutely necessary

(very expensive to create and maintain)


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What Well Cover






reporting tool

Wrap-up


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Reporting Tools Demo


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What Well Cover






reporting tool

Wrap-up


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Sample Training Materials Standard Reports


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Sample Training Materials QuickViewer

S l T i i M t i l Ad H Q


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Sample Training Materials Ad Hoc Query

S l T i i M t i l SAP Q


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Sample Training Materials SAP Query

Wh t W ll C


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What Well Cover






reporting tool

Wrap-up

Matrix Summarizing the Pros and Cons of Each


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SAP HCM Reporting ToolTool Pros Cons Other Notes

Standard Delivered

Reports

Hundreds of delivered

reports

Easy to use Variants/layouts can

be used to

personalize

Pre-defined output

fields (cannotbe

changed) Dont always give you

exactly what you

need/want

This should be the

first option you

explore

Human Resources

Information System(HIS)

Graphical interface

Configurablelist ofreports

Interface is somewhat

cumbersome Takes longer to

execute a report

Not commonly used

Managers Desktop Easy to use

Available reports are

configurableAllows managers to

quickly run reports for

their team

Can be integrated

with MSS

Onlyavailable for

chiefs

Required setup

No selection screens

for entering additional

criteria (pro/con)

Amanagers reporting

tool



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g

SAP HCM Reporting Tool (cont.)Tool Pros Cons Other Notes

MSS Repor ting Relatively easy-to-use

reporting wizard

Available reports are

configurable

Allows managers to

quickly run reports for

their team

Can be accessed from

anywhere where themanager has access to

the portal

Only available for

chiefs

Required setup

(discussed earlier)

Limited selection

screen options

(pro/con)

Primary management

reporting tool

Flexible Employee

Data Report

Allows users to create

custom reports

Easy to useAvailable fields are

configurable

With the use of

variants, many custom

reports can be created

and saved

Doesnt have drag-

and-drop functionality

that other tools have Finite pre-defined set

of output fields

available

Noreport formatting

capabilities

The most basic and

simple custom

reporting tools



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g


QuickViewer Multipledata sources

available

Enhanced reportformatting capabilities

Generally, a more

powerful custom

reporting tool

Interface and

navigation is

somewhatcumbersome

Reports are only

saved to the users

personal list

No true drag-and-

drop capabilities

More advanced

customreporting tool

Somewhat complexto use

Ad Hoc Query Easy to use (drag-

and-dropcapabilities)

Fairly powerful

Fields can be

selected fromavailable InfoSets

Meets most of your

HR reporting needs

Limitedreport

formatting capabilities

(compared to

QuickViewer)

Only one data sourceavailable (InfoSets)

Can be resource

intensive

Mostpopular custom

reporting tool



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g


SAP Query Very powerful custom

reporting tool

Sophisticated report

formatting capabilities

Calculated or custom

fields can be added

Can be used to

edit/enhance Ad Hoc

queries

Complexto use

Only one data source

InfoSets

Can be resource

intensive as well

Most powerful custom

reporting tool

Requires extensive

training

Business Intelligence

(BI)

Easy to use (drag-

and-drop capabilities)

Hundreds of delivered

HR queries/reports

Very attractive

management reports

Web-based interface

(MSS/portal ready)

Can provide data

from multiple source

systems

Requires its own

configuration and

setup

Data is not completely

real time (only as up

todate as the last

extraction from the

source systems)

Provides

managementand

strategic reporting



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g


Custom or Z

Reports

You get exactly the

report you want and

need

Very expensive to

develop custom

reports Can take hundreds of

development hours

May cause problems

during an upgrade

Sometimes dont run

efficiently (very slow)

Your last option

after all other options

have been explored

What Well Cover


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What We ll Cover






reporting tool

Wrap-up

Wrap-Up


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Wrap Up

Maximizing your HCM reporting capabil ities leads to the followingkey benefits for your SAP project:

Users that have the reports and reporting tools they

need to get needed information out of the SAP system

And will use them!

Return on Investment (ROI) for your project

wil l be an SAP system that provides your SAP HR users witheasy-to-use reporting tools and improved efficiency

Less spreadsheets for performing manual reportingcalculations

Project success that will lead to increased enthusiasm forfuture HR/IT projects

A good experience for all better reporting tools and happyusers

Where to Find More Information


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Where to Find More Information

Sample HCM reporting training materials are

available on Insider Learning Network

Hans-Jrgen Figaj, Richard Hamann, and AnjaJunold, HR Reporting with SAP (SAP PRESS, 2008).

Book on HR reporting tools

Steve Horn, HR395 SAP HR Reporting manual (Dallas, TX,

Spring, 2012).

AspireHR University manual on HR reporting tools

Reporting in Human Resources Management

http://help.sap.com/saphelp_470/helpdata/en/1d/7fde36857ccd15e10000009b38f889/content.htm

7 Key Points to Take Home


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7 Key Points to Take Home

Effective use of your HCM reports/reporting tools will bea key to the success of your SAP HR project

SAP standard, delivered reports should be your first

option (dont reinvent the wheel ) Develop a clearly defined strategy for roll ing out the HCM

reports/report ing tools to your HR users (start slowly)

Each reporting tool has its pros and cons (be aware of each as you

roll them out) Different HR users will need different report ing tools

Training will be key in educating your users on the effective use ofthe HCM reports and reporting tools

Security wil l be a crucial element in your SAP HR reporting strategy

Custom reports ( Z reports) should only be considered as alast option

Your Turn!


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Your Turn!

How to contact me:

Steve Horn

[email protected]: @stephen_r_horn

Please remember to complete your session evaluation

Disclaimer


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SAP, R/3, mySAP, mySAP.com, SAP NetWeaver, Duet, PartnerEdge, and other SAP products and services mentioned herein as well as their

respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product

and service names mentioned are the trademarks of their respective companies. Wellesley Information Services is neither ownednor controlled by

SAP.

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HR2013 Horn Unlockthepower